"Head of Operations - School of Computer Science - 57406 - Grade 8"

Position Details

School of Computer Science

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £45,585 to £54,395 with potential progression once in post to £61,198

Grade: 8

Full Time, Permanent

Closing date: 18th August 2024

Interviews to take place: 19th September 2024

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Background

The School of Computer Science at the University of Birmingham is one of the leading UK institutions for research and teaching in computer science. The School’s research is ranked 3rd across all UK universities, both in average score for publications and number of world-leading publications, according to the recent UK-wide Research Excellence Framework 2021. Employment prospect of our students are also in the top 3 in the UK according to 2021 data. While pursuing excellence in research and education, we also aim to optimize our positive impact on society—examples include collaborations with industry partners and government, outreach activities and an extensive wider participation programme. To support its aims, the School offers a vibrant, open and intellectually stimulating work environment in its dedicated computer science building, educating well over 1,500 students, 100 academics and researchers, and a matrix of 30 professional services staff. 

Reporting into the Deputy Director of Operations (Administration) the post holder also is part of the College of Engineering and Physical Sciences Operations Management Team and benefits from working with peers in other areas of the College. 

Role Summary

The Head of Operations will be responsible for actively leading the delivery of a high quality, professional administrative function within the School of Computer Science. Heads of Operations are responsible for day-to-day, non-academic management and administration of a School to enable academic staff to complete their research, teaching and general academic duties. You will support the Head of School, members of the School management team and work with College staff, to shape and influence the strategic direction of the School. In line with these responsibilities, the Head of Operations will devise objectives, plans and strategies to respond to School, College and University aims, initiating and contributing to School, College and University projects, leading on these where appropriate. You must therefore be able to demonstrate effective negotiation and influencing skills with the ability to balance competing agendas and priorities to reach an effective outcome. A strong analytical background is important, as is an ability to initiate and lead change.

You are expected to have a broad knowledge of the developments and challenges within the Higher Education sector, a solid understanding of good practice in delivering professional administrative and financial support and the ability to balance academic considerations as well as external drivers and priorities.

The post holder is part of a team of Heads of Operations in the College of Engineering and Physical Sciences reporting directly to the Deputy Director of Operations (who has delegated responsibility for the administration of the College).

Main Duties

Leadership

• Take a flexible approach and lead by example, to ensure that the School’s Professional Services meets the current and future needs of the School and is fit for purpose. Set standards and embed quality of service and professionalism working collaboratively with colleagues to review and improve processes and to develop a culture of service excellence across the School e.g. Estates, Finance, HR, IT and Education.
• Provide effective leadership and management of the School’s Professional Services (Operational, Technical, Research and Project staff) that supports academic delivery, reviewing workloads, resources and training needs. Undertaking performance review, identifying sickness patterns and leading on performance management issues.
• Provide advice and acting as the primary point of contact within the School in relation to all aspects of School Governance and compliance including Data Protection, Information Security, Research Governance and Immigration policies; ensure University, College and School policies have been implemented and are operating effectively.
• Liaise with other College Heads of Operations and those in similar roles across other Colleges, to co-ordinate action, minimise duplication and share good practice.

Strategy and Resource Planning

• Work in partnership with the HoS, Senior Management Team and College Business Partners to deliver the School’s strategy. Provide information and advice as required e.g. horizon scanning, competitor analysis.
• Lead and implement significant and specific elements of the School strategy e.g. staff recruitment campaigns, working collaboratively with academic and Professional Services colleagues to ensure these are delivered effectively and efficiently.
• Work with the Head of School and College-level colleagues to plan and implement a 5-year resourcing strategy for staffing, equipment and infrastructure.
• As directed by the Head of School, to lead on significant strategic developments within the School.
• To ensure the School Workload Allocation Model (WAM) is reviewed updated as required in order to inform academic staff planning and to provide accurate information to the College and University.
• Maintain strategic oversight and ensure effective management control of core School financial activity, including operational oversight of School budgets and the delivery of strategies to achieve efficiencies.
• To work with the Head of School on forward planning for budgeting and forecasting of the School accounts, in order to align with College and University targets for financial returns.

Education and Student Experience

• In collaboration with the School Director of Education and Deputy Director of Operations (Education) to ensure that School operational process support student activity in the School, including signposting to University and external support services where appropriate.
• From an operational standpoint to actively monitor and implement initiatives to improve student experience in the School providing information and advice to the School Management team.

Research Support

• Actively monitor research project budgets throughout the period of the grant, in liaison with the grant holder and the Research Support Office, this will include assisting in collation of final project expenditure reports.
• In collaboration with central and College based Professional Service colleagues, ensure that research contract costing guidelines and approval processes are maintained to optimize resource utilization and cost recovery from research grants and contracts.

Quality Assurance and Management Information

• Lead on the School’s administrative processes and business information systems using tools such as Tableau and BOXI to provide reports to the School Management team. This will involve overall coordination of operational administrative support processes undertaken within the School including management information and quality assurance systems.
• Provide strategic advice and guidance on University policies and procedures and how these impact or interact with School policies and procedures. Amend and update School policies as required.
• Collect, prepare and deliver information, documentation and reports for internal and external quality assurance activities including internal review processes (Vice-Chancellor Integrated Review) and Athena Swan applications.

Human Resources (HR)

• Provide professional administrative support to the Head of School across a range of HR activities ensuring that an appropriate level of service is provided to staff.
• Lead School HR processes through liaison with appropriate internal colleagues and external stakeholders including the management of staffing requests to College Post Approvals Group (CPAG) which would include drafting business cases and job descriptions and take an overview of the activities of fixed term contract staff within the School, ensuring you are working in partnership with HR.
• Actively promote equality, diversity and inclusion acting as a role model and fostering an inclusive working culture.

Space and Infrastructure

• Working closely with the School Buildings Coordinator take an overview of the space and overall infrastructure within the School, suggest how it could be improved, leading to small buildings projects.
• Work with academic colleagues and the School’s dedicated specialist computing professional services staff to ensure that appropriate facilities/technical support is in place to meet the School’s research and teaching needs.
• Respond to University/research council initiatives and prepare bids for funding equipment and infrastructure improvement.
• Respond to the academic needs for infrastructure improvements and work with the School to make suggestions/organise these.

Other

• Actively contribute to College and University meetings, committees and working groups.
• Any other duties appropriate to the grade of the role as required by the Deputy Director of Operations (Administration) or the Head of School. 

Person Specification

• Educated to degree standard and/or evidence of sustained continuing professional development appropriate for the capabilities required for and contribution from this role.
• Relevant significant operational experience in complex organisations, including but not exclusively, higher education
• Significant demonstrable people; financial and project management experience in a complex organisation
• Demonstrable experience of leading and managing teams of people across different areas
• Excellent interpersonal skills, including the ability to build relationships with senior colleagues and externals in a sensitive, professional manner with a high level of discretion
• Highly developed communication skills with experience of report drafting and able to explain/present complex information
• Experience of monitoring and reporting on budgets and an understanding of financial management procedures
• Excellent analytical skills, with the ability to develop policies and to communicate complex policy and strategy matters to a variety of internal and external stakeholders
• Evidence of ability to work collaboratively across functions to achieve common goals, to create an ethos of continuous improvement
• Ability to deal with a varied workload, manage tight deadlines, work under pressure and to prioritise effectively, while responding positively to the unexpected
• Implementing and managing change - developing and implementing proposals and translating strategy and strategic aspirations into specific operations plans with measurable outcomes - including longer term proposals with timescales of several years
• Experience of championing Equality, Diversity and Inclusion in own work area, with an understanding of how this applies to employment practice and delivery of services

Informal enquiries to Mark Jeffery, email: m.c.jeffery@bham.ac.uk 

View our staff values and behaviours here 

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone on our website.